Admin cum Receptionist

Alchemy Asia is Southeast Asia's leading independent premium spirits distribution company with an exclusive brand portfolio across a number of Southeast Asian markets for iconic international spirit companies including The Edrington Group (The Macallan, No.3 Gin, Highland Park); Remy Cointreau (Cointreau, Remy Martin, Louis XIII); Campari Group (Campari, Aperol, Wild Turkey, Skyy, Bulldog); Proximo (Jose Cuervo, 1800, Bushmills, Kraken); Jägermeister. We also feature Asia Pacific's most awarded craft gin brands including Lady Trieu and Four Pillars.

We are a privately held group and maintain on the ground operations across Vietnam, Thailand, Cambodia, Myanmar, and Laos, with our headquarters in Ho Chi Minh City, Vietnam. 

Discover more about us at www.alchemy-asia.com. 

For a rewarding career, get in touch at [Confidential Information].

POSITION DESCRIPTION

Title:                           Administration Executive

Reporting To:            Group HR Manager

Location:                    An Khanh Ward, Ho Chi Minh

Working time:            Mon – Fri from 9AM – 6PM

Work closely with the Admin cum Receptionist to ensure smooth daily office operations.

RESPONSIBILITIES

Reception & Front Office

·       Answer and transfer incoming telephone calls professionally in both English and Vietnamese.

·       Welcome visitors, customers and business partners in a professional, friendly and courteous manner.

·       Ensure the reception area, meeting rooms and common areas are clean, tidy and presentable at all times.

·       Ensure continuous reception coverage during office operating hours (08:00 AM – 06:00 PM), including lunch breaks.

·       Coordinate cleaning services to maintain office cleanliness and workplace hygiene standards.

·       Handle general office enquiries and provide administrative assistance to internal departments when required.

Office Administration

·       Handle daily administrative requests, enquiries and correspondence in a timely and professional manner.

·       Prepare payment requests and supporting documents, coordinate with suppliers and the Finance team, and maintain accurate payment records.

·       Manage administrative contracts, monitor contract expiry dates, coordinate renewals and maintain proper contract documentation.

·       Source vendors, obtain quotations, prepare price comparisons and coordinate the procurement of office supplies and administrative services.

·       Manage office utilities, including electricity, water, internet, telephone and other facility-related services.

·       Purchase and maintain office supplies, stationery, pantry items, drinking water, packaging materials, sales support materials and other office consumables.

·       Coordinate with IT, printer vendors and maintenance service providers to ensure office equipment, facilities and air-conditioning systems are properly maintained.

·       Manage incoming and outgoing mail, courier services, meeting room reservations, office access cards, office keys and motorbike parking arrangements.

·       Coordinate office decoration, flowers and workplace arrangements as required.

·       Maintain office assets and coordinate periodic inventory of administrative assets and supplies.

·       Coordinate administrative arrangements for new employees, including name cards, welcome gifts and onboarding logistics.

·       Coordinate office relocation, renovation and workplace improvement projects as assigned.

·       Maintain proper filing and documentation of all administrative records and contracts.

·       Perform any other duties assigned by the Group HR Manager or the Board of Directors.

QUALIFICATIONS & EXPERIENCE

·       Bachelor's Degree or College Diploma in Business Administration, English or a related discipline.

·       Minimum 2–3 years of experience in Administration, Office Management or a related field.

·       Experience in office administration, vendor coordination and facilities management is preferred.

·       Proficient in Microsoft Office applications (Word, Excel, PowerPoint and Outlook).

·       Good command of spoken and written English.

·       Strong organizational, coordination and time management skills.

·       Service-oriented with excellent communication and interpersonal skills.

·       Able to work independently, manage multiple priorities and pay close attention to detail.

·       Positive attitude, proactive mindset and willingness to take ownership of responsibilities.

WHAT WE OFFER:

1. Salary & Allowances:

- Competitive income with 100% salary and allowances on probation

- Gift on special occasion

- Annual Leave: will be 12 working days per calendar year, pro-rata for the 1st year of employment.

- Statutory insurance contributions (social, health, and unemployment) are based on full salary.

- Be provided with high performance laptop and working facilities.

2. Career Growth

- Opportunity to work alongside young, world-class talents in a dynamic and passionate environment

- Very diverse offline and online seminars & workshop provided by company

- Clear and flexible career path

3. Working Environment

- A strong learning culture where initiative and proactivity are highly encouraged at Alchemy Group

- Team building, company trip and internal events